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Archive for the ‘Purchase Order Processing’ Category

Add Item option in POP and SOP

There are many little options in Dynamics GP which goes unnoticed most of the time.

One such option is the Add Item option which is available under Options menu in the Sales Transaction Entry window.

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So when the user enters a line item number which does not exist in the system, if this option is unchecked, the application considers it as a non-inventory item and allows the user to enter a non-inventory item. If this option is checked, the system will prompt the user to add the item to inventory before allowing the user to use the item number on the sales transaction line.

In the Sales Order Processing Setup Options, there is an option available to prevent the user from entering a non-inventoried item on a sales transaction.

If this option is checked, the Add Item menu is unchecked by default when the Sales Transaction Entry window is opened (which allows the user to enter non-inventory items). The user can check this option if he does not want to enter a non-inventory item by mistake for a specific transaction. If this option is unchecked in the Sales Order Processing Setup options, the Add Item menu is automatically checked by default when the Sales Transaction Entry window is opened and the user is not allowed to uncheck this option with the following warning message.

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However, in the Purchase Order Processing module, there is no such setup option to prevent entering a non-inventory item in a purchase order (or) a receiving transaction. There have been issues reported by many of our clients in the past where they have posted a receiving entry and the stock has not been updated properly. Most of the situation is because they have entered the Item Number or Vendor Item Number incorrectly and the POP module automatically assumes it as a non-inventory item and processes the same without any warnings. This happens primarily because the Add Item option is not checked by default in the POP and SOP windows.

For such situations, there is also a Professional Services Tool called Default AddItem POP/SOP, which prevents the user to enter a non inventory item neither in the SOP module nor the POP module.

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This option automatically checks the Add Item option in the POP and SOP windows, so that such issues of an invalid non-inventory item can be prevented from being entered in the transaction entry windows in POP and SOP.

Hope this helps the community…

Until next post!

September 28, 2011 · veeyeskay · 3 Comments
Tags: , , ,  · Posted in: Dynamics, Great Plains, Professional Services Tools, Purchase Order Processing, Sales Order Processing Total Views: 2,847

Mass Update Purchase Order Generator Options for Items

As a follow-up to my previous article on Unit Cost of an Item using PO Generator, which I had posted yesterday, this article explains an option to mass update the PO Generator options for many items at once.

This can be achieved using the Purchase Order Item Mass Update window which opens from Microsoft Dynamics GP menu >> Utilities >> Inventory >> Purchase Order Item Mass Update and Cards >> Inventory >> Item Resource Planning >> Enter or Select an Item >> PO Gen Item Button >> Mass Update Button.

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Using this window, the user can update the following PO Generator options for a range of items which can be filtered based on the ranges specified on Item Number, Site ID, Class ID and Generic Description.

  • Order Method
  • Replenishment Level
  • Vendor Selection
  • Cost Selection
  • Allocation Options
  • Back Order Options
  • Requisition Options

Hope this helps the community folks…

Until next post!

August 3, 2011 · veeyeskay · One Comment
Tags: , , , , , , , , , ,  · Posted in: Dynamics, Great Plains, Inventory, Purchase Order Processing Total Views: 1,547

Unit Cost of an Item using PO Generator

Yesterday, I was responding to a support ticket where the unit cost was coming as $0 for an item-site combination when using PO Generator.

Ideally there are quite a few options available for cost selection for an item-site combination when using the Purchase Order Generator module. It can be found from the Purchase Order Generator Item Maintenance window which can be opened from Cards >> Inventory >> Item Resource Planning >> Enter or Select an Item >> PO Gen Item button.

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Note: The options on tis window is enabled ONLY if we have selected the Order Policy on the Item Resource Planning window for the specific item and site combination as “Use PO Gen”.

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The various options for cost selection for the item-site combination are

  • Vendor Last Originating Invoice Cost – The cost on the suggested purchase order should be the cost from the most recent invoice from the vendor for the item.
  • Item Current Cost – The cost on suggested purchase orders should come from the Current Cost from the Item Maintenance window.
  • Item Standard Cost – The cost on suggested purchase orders should come from the Standard Cost from the Item Maintenance window.
  • Specified Cost – The cost on suggested purchase orders should be an amount you enter. If you choose Specified Cost, enter the cost in functional currency. (If this cost is left as $0, the unit cost when the PO is generated will default to $0 for this item.

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We can also verify the other options for the item (for the purchase order generation) on this window and make changes as necessary.

Hope this helps the community…

Until next post!

August 2, 2011 · veeyeskay · 2 Comments
Tags: , , ,  · Posted in: Dynamics, Great Plains, Inventory, Purchase Order Processing Total Views: 1,316

Editing Lot Number Attributes After Posting

Recently, I had seen a request from one of our clients who had asked us if the lot number attributes can be edited after the receiving transactions have been posted. This could be needed when there was an issue with the expiry date (or) the manufacturing date (or) any of the other attributes which are tracked for the specific lot.

There is an out of the box functionality for this purpose. We can use the Edit Lot Number Attributes window which opens from Microsoft Dynamics GP menu >> Utilities >> Inventory >> Edit Lot Number Attributes.

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The user can enter the Item Number and the Lot Number and edit any of the attributes that have been defined for the specific lot, even after the document has been posted.

Hope this is helpful to the community…

Until next post!

August 1, 2011 · veeyeskay · 6 Comments
Tags: , , , ,  · Posted in: Dynamics, Great Plains, Inventory, Purchase Order Processing Total Views: 2,159

Nice Features for Auditing Information in GP

Hi all

I read the recent article posted by Vaidy titled Sales Quote Line Item Cancellation, where he explains the use of the Qty Canceled field and how it helps the companies to track the actual quote and details of the canceled item, rather than deleting the line item completely.

As a follow-up article for that, I have decided to post some of the features which we can turn on in GP, which will allow the users to prevent deletion of information from GP for tracking, audit and analysis purposes.

General Ledger

In the General Ledger Setup window, there is an option to prevent Deletion of Saved Transactions.

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Unchecking this box, prevents the user from deleting a saved journal entry. Once the user saves a journal entry, the Delete button gets disabled when you try to access the saved journal entry, thereby allowing the user to delete the journal entry. Further, the Delete button on the Batch window also gets deleted for that specific batch. The only way to have the journal entry removed from the un-posted status would be to Void the journal entry in that batch.

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Of course this voiding option is at the transaction level and if there is a batch of many transactions which need to be voided, it could be strenuous to void them manually. In such cases, we can still make use of a macro to void the journal entries in that batch.

Sales Order Processing

Just like the GL module, we have a setup to prevent deletion of the sales documents created within SOP. In the Sales Document Setup for Quote, Order, Invoices, Returns & Fulfillment Orders, there is an option to prevent deletion of documents.

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So in a scenario when a customer requested a quote and later did not want to proceed with the order, we can Void the quote, to maintain audit, instead of deleting the saved quote. In this case, we have an additional control where we can provide deleting a quote with a specific authorization password. So in case there was a genuine mistake in preparing a quote (like a duplicate quote), we can make use of this password controlled deletion, by authorized people.

Purchase Order Processing

In case of Purchase Order processing, once a purchase order is created and saved it can be voided anytime before it is actually printed. However, there is no setup in Purchase Order Processing to force the users to void. It has to be manually controlled by the users. 

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However, once the purchase order is printed, it cannot be deleted and the system removes the option for Delete and Void from the Actions menu as shown below.

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In such cases, we can choose the option Edit PO Status, which opens the Edit Purchase Orders window, where we can edit the status of the Purchase Order (or) the Purchase Order line.

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Hope this article helps the community…

Until next post!

June 26, 2011 · veeyeskay · One Comment
Tags: , , , , ,  · Posted in: Dynamics, General Ledger, Great Plains, Purchase Order Processing, Sales Order Processing Total Views: 1,367

SQL Script for Purchase Order Line Items Not Yet Received

Hi all

Today, I am posting a script which provides the details of the Purchase Order Line Items which are yet to be received.

/******************************************************************
Created June 23, 2011 by Sivakumar Venkataraman - Interdyn AKA
This view returns a returns the details of the PO Line which has
not been received fully. It provides the details of the quantity
to be received and the value of the line item to be received in
originating currency.
 
Tables used: 
 - POP10100 - Purchase Order Work
 - POP10110 - Purchase Order Line
 - POP10500 - Purchasing Receipt Line Quantities
 ******************************************************************/
CREATE VIEW vw_PORemainingDtl
AS  
SELECT  PO.[PO NUMBER] ,
        PO.[PO STATUS] ,
        PO.[PO TYPE] ,
        PO.[PO DATE] ,
        PO.[Currency ID] ,
        PO.[Vendor ID] ,
        PO.[Vendor Name] ,
        PO.[PO Line NUMBER] ,
        PO.[Item NUMBER] ,
        PO.[Item DESC] ,
        PO.[Vendor Item NUMBER] ,
        PO.[Vendor Item DESC] ,
        PO.[Location Code] ,
        PO.[UoM] ,
        ( ( PO.[Qty Ordered] - PO.[Qty Canceled] ) - PO.[Qty Shipped] ) AS [Qty TO Recv] ,
        ( ( ( PO.[Qty Ordered] - PO.[Qty Canceled] ) - PO.[Qty Shipped] )
          * PO.[Orig Unit Cost] ) AS [PO Line Remain VALUE]
FROM    ( SELECT    A.PONUMBER AS [PO NUMBER] ,
                    CASE WHEN A.POSTATUS = 1 THEN 'New'
                         WHEN A.POSTATUS = 2 THEN 'Released'
                         WHEN A.POSTATUS = 3 THEN 'Change Order'
                         WHEN A.POSTATUS = 4 THEN 'Received'
                         WHEN A.POSTATUS = 5 THEN 'Closed'
                         ELSE 'Canceled'
                    END AS [PO STATUS] ,
                    CASE WHEN A.POTYPE = 1 THEN 'Standard'
                         WHEN A.POTYPE = 2 THEN 'Drop-ship'
                         WHEN A.POTYPE = 3 THEN 'Blanket'
                         WHEN A.POTYPE = 4 THEN 'Drop-ship Blanket'
                         ELSE ''
                    END AS [PO TYPE] ,
                    A.DOCDATE AS [PO DATE] ,
                    A.CURNCYID AS [Currency ID] ,
                    A.ORSUBTOT AS [Orig Subtotal] ,
                    A.ORTDISAM AS [Orig Trade Disc] ,
                    A.ORFRTAMT AS [Orig Freight Amt] ,
                    A.OMISCAMT AS [Orig Misc Amt] ,
                    A.ORTAXAMT AS [Orig Tax Amt] ,
                    A.VENDORID AS [Vendor ID] ,
                    A.VENDNAME AS [Vendor Name] ,
                    B.ORD AS [PO Line NUMBER] ,
                    CASE WHEN B.POLNESTA = 1 THEN 'New'
                         WHEN B.POLNESTA = 2 THEN 'Released'
                         WHEN B.POLNESTA = 3 THEN 'Change Order'
                         WHEN B.POLNESTA = 4 THEN 'Received'
                         WHEN B.POLNESTA = 5 THEN 'Closed'
                         ELSE 'Canceled'
                    END AS [PO Line STATUS] ,
                    B.ITEMNMBR AS [Item NUMBER] ,
                    B.ITEMDESC AS [Item DESC] ,
                    B.VNDITNUM AS [Vendor Item NUMBER] ,
                    B.VNDITDSC AS [Vendor Item DESC] ,
                    B.LOCNCODE AS [Location Code] ,
                    B.UOFM AS [UoM] ,
                    B.QTYORDER AS [Qty Ordered] ,
                    B.QTYCANCE AS [Qty Canceled] ,
                    B.ORUNTCST AS [Orig Unit Cost] ,
                    B.OREXTCST AS [Orig Extd Cost] ,
                    ISNULL(( SELECT SUM(C.QTYSHPPD)
                             FROM   TWO.dbo.POP10500 C
                             WHERE  C.PONUMBER = B.PONUMBER
                                    AND C.POLNENUM = B.ORD
                                    AND C.POPTYPE IN ( 1, 2, 3 )
                           ), 0) AS [Qty Shipped] ,
                    ISNULL(( SELECT SUM(C.QTYINVCD)
                             FROM   TWO.dbo.POP10500 C
                             WHERE  C.PONUMBER = B.PONUMBER
                                    AND C.POLNENUM = B.ORD
                                    AND C.POPTYPE IN ( 1, 2, 3 )
                           ), 0) AS [Qty Invoiced] ,
                    ISNULL(( SELECT SUM(C.QTYRESERVED)
                             FROM   TWO.dbo.POP10500 C
                             WHERE  C.PONUMBER = B.PONUMBER
                                    AND C.POLNENUM = B.ORD
                                    AND C.POPTYPE IN ( 1, 2, 3 )
                           ), 0) AS [Qty Returned]
          FROM      TWO.dbo.POP10100 A
                    INNER JOIN TWO.dbo.POP10110 B ON A.PONUMBER = B.PONUMBER
        ) PO
WHERE   ( ( PO.[Qty Ordered] - PO.[Qty Canceled] ) - PO.[Qty Shipped] ) > 0

Hope this script is useful to the community…

Until next post!

June 23, 2011 · veeyeskay · 8 Comments
Tags: , , , , ,  · Posted in: Dynamics, Great Plains, Purchase Order Processing, SQL Server, SQL Server 2005, SQL Server 2008 Total Views: 7,676

Analytical Accounting Information Flow from Purchase Order to Receipts

Hi all

This article is to explain how Analytical Accounting (AA) information is transferred from Purchase Orders to Receiving Transaction Entry.

The scenario explained below is on an environment where there is one transaction dimension configured in Analytical Accounting.

Create a Purchase Order with 2 line items as explained below.

PO Number Line Seq. No Item Number Quantity Unit Cost Extended Cost
PO2077 16384 128 SDRAM 10 $1200.00 $12000.00
PO2077 32768 256 SDRAM 5 $1400.00 $7000.00

Assign the dimension codes in the following way for the 2 lines in the PO as shown below.

PO Number Line Seq. No Item Number Inventory Account Amount Assignment % Trx. Dimension Trx Dimension Code
PO2077 16384 128 SDRAM 000-1300-01 $12000.00 100% D1 D1C001
PO2077 32768 256 SDRAM 000-1300-01 $2800.00 40% D1 D1C001
PO2077 32768 256 SDRAM 000-1300-01 $4200.00 60% D1 D1C002

So the amount on the first line is completely assigned to the dimension code D1C001. The amount on the second line is split between the dimension codes D1C001 and D1C002 in the ratio 40% and 60% respectively.

When this PO is received using the Receiving Transactions Entry, the AA distributions for the receipt get updated as follows for the inventory account.

Receipt No. Distribution Seq. No. Inventory Account Distribution Amount Assignment % Assignment Amount Trx. Dimension Trx. Dimension Code
RCT1166 16384 000-1300-01 $19000.00 63.16% $12000.00 D1 D1C001
RCT1166 16384 000-1300-01 $19000.00 14.74% $2800.00 D1 D1C001
RCT1166 16384 000-1300-01 $19000.00 22.10% $4200.00 D1 D1C002

Thus in case of a Purchase Order, the Sequence Number in the AAG20001 table is linked to the PO Line Sequence Number field (Ord) in the POP10110 table. This is because the GL account information (Inventory account) is stored at the PO line level and there are no distributions generated in case of a purchase order.

However, in case of a receipt, there are distributions which get posted into the General Ledger when posting the receipt. And in this case, the Sequence Number on the AAG20001 table is linked back to the Distribution Line Sequence Number in the POP10390 table for the inventory account (which is why you notice that for the receipts, the Line Sequence Number is the same for all the 3 lines.

Hope this explains how AA information is stored in the PO and transferred to the Receipts.

Until next post!

June 2, 2011 · veeyeskay · One Comment
Tags: , , ,  · Posted in: Analytical Accounting, Dynamics, Great Plains, Purchase Order Processing Total Views: 2,619